Instructor’s Guide

SharePoint Content Manager Training

2005 Fremont Investment & Loan This publication is designed expressly for Fremont Investment & Loan's employees. Information contained in this publication is for internal use only. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means - electronic, mechanical, photocopying, recording, or otherwise - without prior permission from Fremont Investment & Loan. Printed in the United States of America

Contents Using this Guide ................................................................................................ 1 Course Preparation ............................................................................................ 2 Course Goals ..................................................................................................... 3 Course Outline................................................................................................... 4 Assessment ............................................................................................. 5 Lesson 1 – Content Management ........................................................................ 6 Roles and Responsibilities ......................................................................... 6 Best Practices .......................................................................................... 9 Lesson 2 – Workspace...................................................................................... 17 Navigation............................................................................................. 19 Search Features..................................................................................... 20 Identifying Areas and Web Parts ............................................................. 21 Lesson 3 – Areas and Web Parts ....................................................................... 26 Creating & Configuring Portal Areas......................................................... 27 Managing Content in a Portal Area .......................................................... 31 Adding Web Parts .................................................................................. 36 Using the Content Editor......................................................................... 39 Modifying Web Parts .............................................................................. 42 Web Part Properties ............................................................................... 43 Web Page Layout................................................................................... 53 Closing and Deleting Web Parts............................................................... 55 Lesson 4 – Libraries/Lists.................................................................................. 59 Adding Listings ...................................................................................... 61 Editing a Listing ..................................................................................... 65 Grouping Listings ................................................................................... 67 Creating Lists......................................................................................... 72 Managing Lists....................................................................................... 77 Creating and Modifying Libraries ............................................................. 80 Lesson 5 – Document Management ................................................................... 85 Uploading Documents to a Library ........................................................... 87 Creating Documents within FILConnect.................................................... 90 Creating/Modifying Views ....................................................................... 92 Alerts .................................................................................................... 96 Approving or Rejecting Content............................................................... 97 Moving Documents to a New Library.......................................................101 Checking Documents In and Out ............................................................103 About Document Versioning...................................................................105 Version History .....................................................................................106 Course Summary ............................................................................................110 Glossary.........................................................................................................112

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Using this Guide This Instructor’s Guide for SharePoint Content Manager Training provides an outline to follow when presenting this course. Small icons accompany the different sections to help you easily identify activities within each section. Icon Key

Glossary

Q & A, reviews

Trainer presentation

Materials checklist

Computer activities

Objectives

Instructor notes

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Course Preparation Materials ‰

Instructor Guide

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Participant Guides

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Classroom with overhead projector

Preparation ¾ Create a training site for each class participant, including a Grouped Listing Web Part ¾ Create a repository with sample documents on a shared drive for participants to access for document uploading activities (G: \SharePoint Training) ¾ Create sample libraries with documents that have two or three versions ¾ Create sample libraries with documents that have not yet been approved. ¾ Create a Contact list containing 2-3 contacts

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Course Goals The goal of this course is to provide participants with the knowledge and skills necessary to begin working as a Content Manager for their business unit. Through lecture, demonstration, and practice, they will learn the role of the Content Manager. Upon completion of this course, participants will be able to: ¾ Configure and support portal Areas and Web Parts ¾ Publish Microsoft Office 2003 documents to FILConnect ¾ Configure Libraries for version control and approval processing ¾ Create and manage lists, including: contacts, tasks, and events ¾ Change the document status ¾ Support contributors in the publishing process ¾ Perform the role of a Content Manager according to Fremont standards and best practices

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Course Outline Lesson 1: Content Management y Roles & Responsibilities y Best Practices

Lesson 2: Workspace y Navigation y Search Features y Identifying Areas and Web parts

Lesson 3: Areas y Creating & Configuring Portal Areas y Managing Content in an Portal Area y Adding a Web Part y Using the Content Editor y Modifying Web Parts y Web Part Properties y Web Page Layout y Closing Web Parts

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y Lesson 4: Libraries and Lists y Creating/Modifying Libraries y Creating/Modifying Lists y Adding/Editing Listings y Grouping and Ordering Content

Lesson 5: Document Management y Uploading Documents to a Library y Create Documents within FILConnect y Creating/Modifying Views y Alerts y Document Approval/Publication y Moving Documents to a New Library y Check-In/Check-Out Documents y Version Control

Assessment Participants will demonstrate their ability to meet the listed objectives through an online quiz and hands-on activities.

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Lesson 1 – Content Management Lesson Objectives: After completing Lesson 1, you will be able to: ¾ Define Content Management ¾ Describe Fremont’s best practices for Content Managers ¾ Discuss best practices for site layout, including lists, listings, images, and libraries

Roles and Responsibilities

¾ By default, all users are assigned to the Reader role for all folders in the document library when you create a document library. ¾ Enhanced folders provide increased document management functions, including approval routing and version control. 6

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¾ In an enhanced folder, contributors can also submit any document for publishing. ¾ When you create a new folder, it inherits the roles and folder policies from the parent folder.

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¾ A content manager on a specific folder configures user roles for that folder. ¾ For enhanced folders, the content manager selects the appropriate approval process.

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Best Practices

¾ Humor should be used with caution. Be particularly careful with puns (word play), as they do not translate well to widecultural audiences. ¾ Write more casually to make the Web experience more personal. ¾ Use a more conversational tone and style in your writing. Many people will skip pages or content that read like a dissertation. ¾ The content manager can undo the check-out of a document or end the publishing process by using the Cancel Publishing action or Bypass Approval action. ¾ FILConnect automatically assigns the administrator who creates the document library to the Content Manager role in the document library.

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Titles and Subtitles • Descriptive Title: Use a descriptive term such as “Site” or “Workspace” in the site title. • Special Characters: Do not use special characters in the name of a site, workspace, or the web site address: \/:* ?“|{} • Title Length: The site or the workspace title may be as long as 255 characters. The title should be descriptive, without being wordy. • Web Site Address Length: The website address may be as long as 128 characters. The address should be descriptive, without being wordy. ¾ Content titles and subtitles are important fundamental tools used within FILConnect to identify content. A consistent approach to titles, headlines, and subheadings, will help users navigate through web pages to find appropriate content ¾ Descriptive Title. Use a descriptive term such as “Site” or “Workspace” in the site title. For example: “Accounting Department Site”, or, “Budget Meeting Workspace”

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___________________________________________________________

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¾ For example, visit the Yahoo.com directory for a good example of appropriately named areas.

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¾ This section provides some guidelines on developing portal page layout. Visual and functional continuity are two essential components to an effective portal solution. The proper use of shapes, images, colors, and fonts can greatly increase the likely hood that the user will find appropriate information. A site that is dense with text links and documents is difficult to read. A balance must be struck with the visual relief of surrounding white space, bulleted lists, and font characteristics. ¾ Use space. Add space around important information. ¾ Keep it simple. It takes more time, but develop a page that presents a logical and simple page layout. ¾ The Grouped Listings web part is one of the most complex and flexible web parts that ships with SharePoint. Spend time learning its many uses. ¾ Contrast is important. Strike a balance between portal listings, images, and other content to invite the reader to continue scanning content. ¾ Use the top of the page wisely. The upper part of the web page is the most valuable real estate. ¾ Use even lists. Make sure the lists on your page are easy to scan.

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Lesson 2 – Workspace Lesson Objectives: After completing Lesson 2, you will be able to: ¾ Navigate through the FILConnect Portal ¾ Search for documents on FILConnect ¾ Identify areas and web parts

SAY: FILConnect is made up of areas that provide a flexible way to describe and find information on the site. FILConnect organizes content so you can easily browse the site to find information. Discuss: Content Management flowchart [located on next page, Lesson 1 in P-Guide]. Page number ? in your Participant Guide contains a Content Management flowchart that gives you a visual picture of how web pages; areas; web parts; and content are managed in portal areas on FILConnect.

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Navigation Let’s take a closer look at FILConnect to understand the different parts of the site and how they will be used here at Fremont. [Open FILConnect to demonstrate] From the FILConnect home page, you can see how the site is organized into 6 different business units: ¾ Corporate ¾ Commercial ¾ Residential ¾ Retail ¾ Human Resources ¾ IT SAY: By clicking on each of the headings, you are taken to that unit’s home page. Each home page consists of content specific to that business unit. Your responsibility as a Content Manager is to maintain this content. You will see how later in this course. Right now, let’s focus on navigation. Navigation throughout FILConnect is similar to browsing the Internet. Underlined text is typically a link to another page within the portal or to an external source. However, it can also be a link to a Word document. [click through the business unit Home pages. Click and describe links.]

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Search Features SAY: As shown here, a Search feature is provided for every business unit home page. The FILConnect search works just like a search engine, such as Google or Yahoo. From the drop-down menu located next to the text entry box, you can search the entire site. Any news story, document, area or listing can be found using search. [demonstrate] If you haven’t already, please log in to DevTrainingConnect using your NT login ID and password.

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Identifying Areas and Web Parts SAY: Let’s look at the Corporate page to identify the areas and Web parts. On the Corporate home page you see a number of tabs: ¾ [identify the tabs] Tabs open Web pages that contain content within an area. As a Content Manager, you are responsible for the content within these areas. We’ll talk more about how you add and modify content later today. Right now you just want to become familiar with the site layout. [Click through each Corporate tab to briefly highlight the areas] ¾ News – links to new and archived FIL news ¾ Communities – discuss use of Communities ¾ Forms – Forms can be consolidated in one easy-toaccess area ¾ P&P’s – Underwriting Guidelines, LOS procedures, etc., created by the P&P team ¾ Training – topics concerning Fremont training ¾ Additional areas can be added Content Managers are responsible for creating and maintaining the site containing news, documents, forms, etc., submitted by Contributors within your business unit. As you continue the course, this will become more clear.

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[return to Home area] SAY: From this view, you can see a number of different areas: Instructor Notes: Describe what is currently displayed

¾ Today on FILConnect ¾ Important Links ¾ Fremont Stock Quotes ¾ CLEAR graphic ¾ SpeakUp These area are called Web Parts. Every area on the site is made up of a number of Web parts ; in this case, there are 7 Web parts [count the Web parts]. Although the layout and content of these areas is customizable, guidelines, best practices and portal governance policies must be adhered to. Details about Areas: ¾ Web parts can be moved and rearranged around the page. ¾ Additional areas can be created and existing areas can be removed. ¾ The layout within the areas can also be changed – content can be grouped or displayed individually. ¾ Area Web parts can consist of graphics, documents, links, text, and more.

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SAY: Areas are basically empty shells used to display content. Where does this content come from? Web parts. The content within each area is known as a Web part. For example, “Today on FILConnect” consists of links to news stories. These stories belong to the Web part “News.” Another Web part is Fremont Stock Quotes. Whenever MSNBC updates their stock quotes, the content within the Web part automatically displays the updated content. As you work within FILConnect, you’ll become more familiar with all the Web parts available to you. Q & A/Review SAY: So far in this class: ¾ You were introduced to the SharePoint portal and it’s features ¾ You were given an overview of the role of a Content Manager ¾ You’ve explored navigation of the site and the different areas available Review Questions (in the P-Guide): 1. What are some ways to search for a file called “Underwriting Guidelines”? 2. Identify the Web parts on the corporate home page. 3. What are the differences between Areas and Web Parts?

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Glossary

Areas

Areas provide a flexible way to both describe and find information on the portal site. Areas define the structure of the portal site as a hierarchy that can be used to intuitively organize and browse the content on the portal site. Documents, lists, and other items on the portal site and in other Web sites or file shares can be associated with one or more areas by using listings. Users can find information by browsing or searching the relevant areas for items of interest to them.

Home page

The main page of a Web site. A home page usually has links to other pages, both inside and outside the portal site.

Web part

A Web Part is a modular unit of information that has a single purpose and that forms the basic building block of a Web Part Page.

Site

A group of related Web pages that is hosted by an HTTP server on the World Wide Web or an intranet. The pages in a Web site typically cover one or more topics and are interconnected through links. Most Web sites have a home page as their starting point.

Web part zone

A container with a set of properties that can be configured to control the organization and format of Web Parts on a Web Part Page.

Tool pane

A task pane on a Web Part Page used to browse, search for, and import Web Parts 24

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from Web Part galleries, and to modify custom and common Web Part properties. Shared web part

A Web Part added to a Web Part Page by a user who is working on the page in shared view. Shared Web Parts are available to all users of a Web Part Page who have the appropriate permissions.

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Lesson 3 – Areas and Web Parts Lesson Objectives: After completing Lesson 3, you will be able to: ¾ Create and configure portal areas and sub-areas ¾ Modify portal listings ¾ Add, delete, and modify Web parts ¾ Create listings using the Content Editor Web part SAY: Now that you’ve covered the introduction to FILConnect, best practices, the role of the Content Manager, and site navigation, we are going to take a closer look at the FILConnect portal and your responsibilities as a Content Manager. You’ll start with Areas, Listings, and Web Parts. Areas provide intuitive navigation for finding and browsing all types of content such as documents, people, or Web sites. These are some of the key elements you will be administering as a Content Manager. [identify areas on page – white tabs; etc.] Information in the portal site is organized by grouping content into these areas. Areas are made up of zones that allow you to arrange content on the page. Let’s take a look at these areas. DEMONSTRATE: Zones and page layout

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Creating & Configuring Portal Areas Areas provide a flexible way to both describe and find information on the portal site. Areas define the structure of the portal site as a hierarchy that can be used to intuitively organize and browse the content on the portal site. Documents, lists, and other items on the portal site and in other Web sites or file shares can be associated with one or more areas by using portal listings. Users can find information by browsing or searching the relevant areas for those items. SAY: In addition to the areas shown here, you can add any number of areas to your business unit’s portal site. DEMONSTRATE: On the Actions Quick Launch menu, click Create Sub-area. On the Create Area page, enter the Title, Description, etc. Click OK when ready. A tab with the area you just created appears along with the existing tabs. When I click on this tab, you see a mostly blank area. You can add another sub-area to this area by clicking Create Sub-area again. [demonstrate] Before you add any Web parts to new areas (Web parts contain content), you want to configure the areas. From within the area, click Change Settings. This action gives us a page with 5 tabs: General, Publishing, Page, Display, Search. ¾ General: you can rename the area/sub-area, add contact information, change the location, and view modification dates. 27

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¾ Publishing: specify a date an area appears on the portal site; create an expiration date; and specify if new listings must be approved.

¾ Page: this is where you choose area and sub-area templates.

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¾ Display: choose navigation and sort options and add image files.

¾ Search: choose whether or not to include this area in Search.

With our areas configured, you can begin to add content. ACTIVITY: Now try this on your own page. In your Participant Guides, complete Exercise 3-1, “Creating an Area.”

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Activity: Creating an Area Exercise 3-1 In this exercise, you are adding a new area to your home page on FILConnect. It’s within this area that you’ll be adding and configuring content throughout today’s class. Part I 1. On the Actions Quick Launch menu, click Create Subarea. 2. On the Create Area page, enter Title, Description, etc. 3. In the Publishing Dates section, you can specify start and end dates to display this area by doing the following: ¾ To specify a start date, type the date you want this area to appear on the portal site in the Start date box. The default date is today's date. ¾ To specify an end date, type the date you no longer want this area to appear on the portal site in the Expiration date box. You can leave this blank to display the area indefinitely. 4. Click OK when ready. Part II To modify the area after creating it, go to the area and click Change Settings. Rename the Area “[your name] Sample Area.” Set the expiration date to July 17, 2005.

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Managing Content in a Portal Area SAY: Areas provide a navigational structure or map of the portal site and related content. By adding, moving, or deleting areas, you can change the view of the portal site for users. The top level of areas, under the Home area, forms the primary navigation for the portal site. If you move an area to that level, it will appear on the navigation bar. The portal site map enables you to drag areas and listings to change the navigation structure or the content organization of the portal site. Areas can be grouped and rearranged at any time. The grouping and ordering controls how portal listings are displayed on the portal site. DEMONSTRATE: To begin, click Manage Portal Site on the Actions menu. This view opens the portal site map, which displays the areas and sub-areas within your portal site. From within this view, you can click and drag one area above or below another. You can also group areas by dragging an area above or below another area. From this page, you also have the option of deleting an area/sub-area, editing an area/sub-area, or adding a listing. Note: we will talk more about listings in Lesson 4.

ACTIVITY: In your Participant Guides, complete Exercise 3-2, “Create, Move, and Delete a Portal Area”

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Activity: Create, Move, and Delete a Portal Area Exercise 3-2 Part I – Create an area 1. In the Actions list, select Create Subarea. -orSelect Manage Portal Site. The Create Area page opens. 2. In the Title and Description section, type a title and description for the area. 3. In the Publishing Dates section, you can specify start and end dates to display this area as follows: • To specify a start date, type the date you want this area to appear on the portal site in the Start date box. The default date is today's date. • To specify an end date, type the date you no longer want this area to appear on the portal site in the Expiration date box. You can leave this blank to display the area indefinitely. 4. In the Location section, click Change location to display the area in a different location. You can see the default location of the area under Default location. • On the Change Location page, select a location in which to display this area. • Click OK.. Control returns to the Create Area page. 5. Click OK to complete the change. Any area added at the top level, under the Home area, appears as a navigation link on the primary navigation bar.

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Part II: - Move an area 1. In the Actions list, click Manage Portal Site. 2. On the portal site map, click the icon next to the area, and drag it to the new location. You can also move an area by editing the settings for the area. Part II - Delete an area 1. In the Actions list, click Manage Portal Site. 2. On the Portal Site Map page, hover the cursor on the area you want to delete and click the arrow that appears. 3. On the menu that appears, click Delete. A confirmation dialog box appears asking you to confirm the deletion. Note: Deleting this area also deletes its sub-areas and listings. 4. Click OK. To view your changes, click Return To Portal on the title bar of the page.

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About Web Parts A Web Part is a modular unit of information that has a single purpose and forms the basic building block of a Web Part Page. Understanding how Web Parts work can help you share them in more creative and interesting ways.

Types of Web Parts Web Parts can be classified as one of three types. The type of Web Part you are working with can be important because: ¾ You may have permission to modify only some types of Web Parts on certain Web Part Pages, but not on other Web Part Pages. ¾ You may be able to connect to certain types of Web Parts on a Web Part Page, but not to other types of Web Parts on the same Web Part Page. ¾ Shared Web Part A Web Part added to a Web Part Page in shared view. Shared Web Parts are available to all users of a Web Part Page with appropriate permissions. ¾ Personalized Web Part A shared Web Part with one or more property values modified by a user that has made changes to the Web Part in personal view. The changes made to the personalized Web Part are only available to the user who made those changes. Users who do modify a web part in personal view, continue to see the shared Web Part all users see. ¾ Private Web Part A Web Part added to a Web Part Page from a Web Part gallery or imported from a computer while creating or making changes to a Web 34

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Part Page in personal view. Private Web Parts are only available to the user who added or imported the Web Part. Other users can not see private Web Parts.

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Adding Web Parts SAY: Now that you have your areas created, you can add content to those areas. Remember, Web Parts provide us with the content. Details about Web Parts: [discuss various Web Parts] ¾ Web Part Page Gallery – Web Parts you added and customized in the current page or area ¾ FILConnect Library – Empty Web parts you can add to any area ¾ Virtual Server Gallery – does not contain any Web Parts; for later use ¾ Online Gallery – xml feeds from external sources ¾ Area Contents – displays the contents of sub-area(s) ¾ Contacts, Links, Events, Tasks – Lists ¾ Content Editor – News, Listings, Images, etc. ¾ Libraries – Documents or images ¾ Grouped Listings –Listings displayed by groups in a portal area

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DEMONSTRATE: SAY: To begin editing your page, click the Edit Page link. The “Modify Shared Page” option appears in the upper-left portion of the page. Point to Add Web Parts, and then select Browse. The “Add Web Parts” page appears. From this page, you can select from a gallery of Web parts and then choose from the list of Web parts within each gallery. Also notice the blank Web page is now displaying placeholders for areas, called zones. Within each zone you can place a number of Web parts. You can add as many Web parts as you need. However, the more you add, the more cluttered your page appears. [Click and drag a couple of Web parts (Grouped Listing, Image, Content Editor) into the zones.] When I’m finished, I close the “Add Web Parts” page, click View Page, and now I can see what every user will see: a Web page with a number of Web parts within a portal area. If I want to reconfigure the layout, I simply click the Edit Page link, Modify Shared Page, and Design this page option. This allows me to move the Web parts to other zones on the web part page. ACTIVITY: In your Participant Guides, complete Exercise 3-3, “Adding Web Parts.”

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Activity: Adding Web Parts Exercise 3-3 Part I: Now that you have an area created, you need to add content by adding Web Parts to an area. 1. On the Actions Quick Launch menu, click Edit Page. 2. On the Modify Shared Page menu, point to Add Web Parts and then click Browse. 3. In the Add Web Parts panel, click and drag “Grouped Listings” to a zone on the Web page. 4. In the Add Web Parts panel, click the Close button to return to the page view. The Web part you added now appears for all users to see. Part II: In addition to the Web Part added above, add the following Web Parts to your area: ¾ Content Editor Web Part ¾ News

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Using the Content Editor SAY: Listings can simply be short news stories or announcements you want to share with everyone in your business unit. Rather than creating a document in Word, you can use the Content Editor to add a listing. DEMONSTRATE: SAY: To use the Content Editor, I need to add the Content Editor Web Part to the web part page [add Web part] Once the Web part is added, click the open tool pane link and the Rich Text Editor button. In this page, you can design text to meet your needs using typical word processing tools like those you would find in Word. You can create your content in Word and copy and paste the content into the Rich Text Editor. The Rich Text Editor does not always maintain the styles and formatting attributes you applied in Word. [Ask participants to provide examples of a news item they would use in their business unit. Use one of the examples in the demonstration.] Identify: ¾ Formatting tools – includes standard word processing tools such as bold, italics, underline, highlight, justification, indent, etc. ¾ Hyperlinks – selecting text or an image and then clicking the Insert Hyperlink button lets you create hyperlinks to internal portal sites or external Web sites. ¾ Adding images: by clicking the Insert Image button, you can add graphics to your listings. However, 39

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these images do not appear unless they reside within an Image Library on FILConnect. ¾ Source Editor – If you are more comfortable working with HTML, you can use the Source Editor to create and format content using HTML code. ACTIVITY: In your Participant Guides, complete Exercise 3-4, “Using the Content Editor.”

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Activity: Using the Content Editor Exercise 3-4 Along with content provided through external files and links, you can create your own content quickly and easily. In this exercise, you will add a simple listing using the Content Editor. 1. To begin using the content editor, go to the Content Editor Web Part and click “open the tool pane” Link. 2. In the Content Editor Web Part tool pane, click Rich Text Editor. 3. Enter the following text and format as shown: 73% of customers reported they are extremely satisfied with the service they receive at Fremont. 4. When you are finished, click the Save button. The text you entered appears in the Web Part. Part II: Modify the text you just entered by adding another sentence, and move the Web Part to another area/zone on the web page. Close all Web parts other than the Content Editor, Grouped Listings, and News.

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Modifying Web Parts SAY: After adding a Web part, you can modify its properties. Before you continue with Activity 3-5, please allow me to complete the demonstration. DEMONSTRATE: In this demonstration, I’m going to modify the News Web part: Edit Page > Modify Shared Page > Design This Page In edit mode, I can modify the web part properties, move the Web part into another zone, remove (close) the Web part from view, or delete the Web part. When you delete a Web part, the listings/content associated with the Web part) is also deleted. On the News tab, click Modify Shared Web Part. Describe modify options (web part properties): ¾ Custom Properties ¾ Miscellaneous ¾ Appearance ¾ Layout ¾ Advanced

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Web Part Properties Each Web Part shares a set of common properties organized into sections in the tool pane that control its appearance (such as the title, height and width), layout (such as the Web Part order in the zone and the direction of the content), and advanced characteristics (such as the image icon and description). Many Web Parts also have custom properties that are unique to the Web Part. These are usually displayed either above or below the common Web Part properties in the tool pane. For example, the Image Web Part has additional custom properties, including the image link, it's horizontal and vertical alignment, and background color. Appearance Title (Title) Specifies the title of the Web Part displayed in the Web Part title bar. Type a string in the text box. To make it easier to edit a long string, click Text Builder

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Height (Height) Specifies the height of the Web Part. Do one of the following: To specify a fixed height, select Yes, type a positive number in the text box, and then select a unit of measurement. The following are valid units of measurement: Centimeters, Inches, Millimeters, Points, Picas, and Pixels (the default). To automatically adjust the height of the Web Part in the zone, select No. This is the default. 43

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Width (Width) Specifies the width of the Web Part. Do one of the following: To specify a fixed width, select Yes, type a positive number in the text box, and then select a unit of measurement. The following are valid units of measurement: Centimeters, Inches, Millimeters, Points, Picas, and Pixels (the default). To automatically adjust the width of the Web Part in the zone, select No. This is the default. Frame State (FrameState) Specifies the initial state of the Web Part frame. Do one of the following: To display only the Web Part title bar, select Minimized. To display the entire Web Part, select Normal (the default). Frame Style (FrameType) Specifies the style of the Web Part frame. Do one of the following: To use the value of the FrameType Web Part zone property specified, select Default (the default). To display the content, but not the title bar and frame, select None.

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To display the title bar, content, and frame, select Title Bar and Border. To display the title bar and content, but no frame, select Title Bar Only. Layout Visible on Page (IsVisible) Specifies whether the Web Part is displayed or hidden when browsing the Web Part Page. The Web Part is still visible when you are designing the page and has the suffix (hidden) appended to the title. You might make a Web Part hidden if you want to use it to provide data to another Web Part through a Web Part connection, but don't need to display the Web Part. Do one of the following: To display the Web Part, select the check box. This is the default. To hide the Web Part, clear the check box. Direction (Dir) Specifies the direction of the text in the Web Part content. For example, Arabic and Hebrew are right-to-left languages; English and most other European languages are left-to-right languages.

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Do one of the following: To automatically choose a text direction based on the language setting of the site or subsite the Web Part Page is located in, select Default. This is the default. To set the text direction to read left to right, select Left to Right. To set the text direction to read right to left, select Right to Left. Zone (ZoneID) Specifies the zone on the Web Part Page where the Web Part is located. To choose a zone, select a zone name from the list. Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Part Order (PartOrder) Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. To specify the order, type a positive integer in the text box. A value of 1 means the Web Part is placed at the top of the zone, if the Web Parts in the zone stack from top to bottom, or to the left of the zone, if the Web Parts in the zone stack from left to right. For example, when you add a Web Part to an empty zone that stacks from top to bottom, the Part Order is 1. When 46

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you add a second Web Part to the bottom of the zone, its Part Order is 2. To move the second Web Part to the top of the zone, type 1, and then type 2 for the first Web Part. Each Web Part in the zone must have a unique Part Order number. Therefore, changing the Part Order value for the current Web Part can also change the Part Order value for other Web Parts in the zone. Advanced Allow Minimize (AllowMinimize) Specifies whether or not the Web Part can be minimized. Do one of the following: To allow a Web Part to be minimized, select the check box. This is the default. To prevent a Web Part from being minimized, clear the check box. Allow Close (AllowRemove) Specifies whether or not the Web Part can be removed from the Web Part Page. Do one of the following: To allow a Web Part to be closed, select the check box. This is the default. To prevent a Web Part from being closed, clear the check box.

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Allow Zone Change (AllowZoneChange) Specifies whether or not the Web Part can be moved to a different zone. Do one of the following: To allow a Web Part to be moved to a different zone, select the check box. This is the default. To prevent a Web Part from being moved to a different zone, clear the check box. Allow Export Sensitive Properties (ExportSensitiveProperties) Controls whether a user can export to a Web Part description file (.dwp) the values of one or more specific properties when making changes to a Web Part Page in personal view. This property also controls whether a Web Part property can be accessed by the Web Part Services Component (WPSC) that runs on the client computer or used in the default web service. The ExportControlledProperties property is useful for preventing the viewing and distribution of one or more property values that may contain sensitive information, such as a social security number, a credit card number, or a connection string. To enable the ExportControlledProperties property, the developer of the Web Part must mark the specific Web Part properties with the ControlledExport attribute by setting the attribute value to True. After the Web Part is installed at a site and uploaded to a Web Part gallery, the ExportControlledProperties property of the Web Part is False by default, which means one or more of the Web Part's properties marked as sensitive by the 48

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ControlledExport attribute cannot be exported in personal view, accessed through the WPSC, and used in the default web service. However, a site administrator or user with permission can still set the ExportControlledProperties property to True, if desired or necessary. For more information about how to use this property, see the Windows SharePoint Services Software Development Kit. Do one of the following: To prevent a user from exporting values of the specified properties in personal view, access by the Web Part Services Component (WPSC) that runs on the client computer, or used in the default web service, clear the check box (The sets the property value to False). This is the default. To allow a user to export values of the specified properties in personal view, access by the Web Part Services Component (WPSC) that runs on the client computer, or used in the default web service, select the check box (This sets the property value to True). Detail Link (DetailLink) Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Type a file path or hyperlink in the text box. To make it easier to edit a long string, click Text Builder

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Description (Description) Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. When you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane, the value of this property is used when searching the following Web Part galleries: Site, Virtual Server, and Web Part Page. Type a string in the text box. To make it easier to edit a long string, click Text Builder

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Help Link (HelpLink) Specifies the location of a file containing help information about the Web Part. The help information is displayed in a separate browser window when you click the Help command on the Web Part menu. Type a file path or hyperlink in the text box. To make it easier to edit a long string, click Text Builder

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Icon File (Large) (PartImageLarge) Specifies the location of a file containing a large Web Part icon. The image size must be 16 by 16 pixels. Type a file path or hyperlink in the text box. To make it easier to edit a long string, click Text Builder

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Icon File (Small) (PartImageSmall) Caution: This property is reserved for future use by Microsoft, and the value is not saved if you enter it in the tool pane.

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Missing Assembly Error (MissingAssembly) Specifies a message that appears if the Web Part assembly file is missing or incorrect. Type a string in the text box. To make it easier to edit a long string, click Text Builder

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Is Included Filter (IsIncludedFilter) The name of this property in the tool pane can be customized by a site administrator or Web Part developer and may be different than the name "Is Included Filter." Specifies a query string with criteria defined by a developer or site administrator to determine whether or not to display the Web Part. This property is used by developers who want to customize Microsoft Windows SharePoint Services to target the display of Web Parts for certain groups of people. This property is not displayed in the tool pane if it is not used, and it is always the last property displayed in the Advanced section of the tool pane. For more information about how to use this property, see the Windows SharePoint Services Software Development Kit. Type a string in the text box. To make it easier to edit a long string, click Text Builder

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ACTIVITY: In your Participant Guides, complete Exercise 3-5, “Modifying Web Parts.”

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Activity: Modifying Web Parts Activity 3-5 Web parts are created with default naming conventions and layout attributes that may not suit your needs. In this activity, you will modify a Web part to make it more user-friendly. 1. On the Actions menu, click Edit Page. 2. On the Modify Shared Page menu, click Design this Page. 3. On the Content Editor Web Part menu, click Modify Shared Web Part. 4. In the Content Editor Web Part Tool Pane, expand the Appearance section, and rename the Web Part as shown in Part II of this activity: Part II: Rename the News Web Part 1. In the Content Editor Web Part Tool Pane, expand the Appearance section, and rename the Web Part as “Latest Updates.” 2. When you are finished, click the OK button.

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Web Page Layout SAY: After a Web Part has been added, you can change the layout of the pages on the portal site, if you are a member of the Content Manager or Administrator site groups. For example, you can change the page layout for the Home, News, Topics, and Sites pages. While in design mode, you can drag and drop Web parts into zones to rearrange how the web parts are displayed on the page. ACTIVITY: In your Participant Guides, complete Exercise 3-6, “Change the Page Layout”

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Activity: Change the Page Layout Exercise 3-6 Now that you have added content by adding Web Parts to an area, you can change the design of the page by changing the page layout. 1. On the Actions Quick Launch menu, click Edit Page. 2. In the upper right corner of the page, click Modify Shared Page, and then select the Design this Page option. 3. Drag Web parts to arrange them as you want them to be displayed on the page. 4. To exit design mode and view the page, click View Page in the Actions list.. After adding a Web part, you can target the Web part to an audience and make other changes by editing the Web page.

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Closing and Deleting Web Parts SAY: After a Web part has been added, you have the option of closing it or deleting it. Closing or deleting a Web part simply removes the Web part from the page view. If you want to completely delete a Web part, you must delete the Web part while you are in Design mode. Deleting a Web part in Design mode completely removes it from the Web part gallery and the portal site. Note: Any listings added to a Web part could be permanently deleted when you delete the Web part. As a best practice—if you are not sure, close the Web part instead of deleting to avoid losing any content. ACTIVITY: In your Participant Guides, complete Exercise 3-7, “Close/ Delete Web Parts.”

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Activity: Close / Delete Web Parts Exercise 3-7 Part I – Closing Web parts You can close Web parts on a Web page at any time. Closing a Web part does not delete the Web part; it simply removes it from your view. The Web part is still available for use on the same Web page from the Web part library. 1. On the page that you want to edit, click Edit Page in the Actions list. 2. Rest the pointer over the title of the Web Part you want to close, and then click the down arrow to open the Web Part menu. 3. Click Close on the menu that appears. The Web Part is removed from the page. Part II – Deleting a Web part 1. On the page that contains the Web part you want to delete, click Edit Page in the Actions list. 2. In the upper left corner of the page, click Modify Shared Page, and then select Design this Page. 3. Hover over the Web part you want to delete, and click the drop-down arrow, then click Delete.

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Q & A/Review In this lesson you have: ¾ Created and configured portal areas ¾ Modified portal areas ¾ Added, Closed, and Deleted Web parts ¾ Added a simple listing using the Content Editor Web Part Before we continue, who can tell us: ¾ What are Areas? ¾ What are Web parts? ¾ How do you get to the Content Editor Web part? ¾ How do you rename a portal area after you created it? ¾ Can you add more than five Web parts to an area and/or zone? Questions for Participants (from Review in P-Guide): My Notes: • Flexible way to describe and find information on portal site. • Modular unit of information that forms the basic building block of a Web Part Page.

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Glossary

Listings

A listing can be text-based content or a link to an existing item, typically displayed within a group listing Web part.

Library

Repository within FILConnect for documents or images. Every portal site contains it’s own document library repository(ies).

Tool Pane

A task pane on a Web part page used to browse, search for, and import Web Parts from Web part galleries, and to modify custom and common Web part properties.

Gallery

A collection of Web parts, list templates, or site templates.

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Lesson 4 – Libraries/Lists Lesson Objectives After completing Lesson 4, you will be able to: ¾ Add and Edit Listings ¾ Create, Rename, and Delete Group listings ¾ Create and Modify Libraries ¾ Create and Modify Lists ¾ Manage Groups and List Ordering

Listings You can highlight information important to FILConnect users by adding listings to the News area. A news listing can be either text-based content or a link to an existing news item, such as an article on a news service. To make managing news listings easier, you can specify start and end dates for content display and automatically mark expired news listings for archiving at the end of the publishing dates.

Lists A list is a collection of information that you share with team members. For example, you can create a sign-up sheet for an event, or you can create a list of ideas. Sites include a set of built-in lists. Except for the announcements list, these lists are empty when you create the site. You can immediately fill them with items pertinent to your business unit. The announcements list contains a 59

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sample announcement to help you get started with your site. You can use the lists that come with your site as is, you can modify or delete lists you don't use, and you can create your own lists. When you create your own lists, you can base them on the built-in lists designs, or you can create custom lists from scratch. Through FILConnect, you can create the following kinds of lists: ¾ Links ¾ Announcements ¾ Contacts ¾ Events ¾ Tasks ¾ Issues ¾ Custom Lists You can easily determine the appropriate list to use for a given situation by recognizing the type of data you wish to display, and identifying which list makes the most sense. Each list appears on a page that includes commands for adding items, sorting and filtering items, switching to a different view of the list, and changing the design of the list. You can copy the list to a spreadsheet, and you can create an alert to be notified of changes to the list from this page. You can also attach a file to any one of the following types of lists: announcements, events, discussions, contacts, and custom lists.

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Adding Listings SAY: To this point, you should be growing more comfortable with site navigation, Areas, Web parts, and the general layout of the site. ASK: What type of content can be displayed in a Web part? (Graphics, articles, links to external sites, etc.) DEMONSTRATE: These are the steps for adding a listing to your Web page. On the Actions menu, click Manage Content to find the Portal Listings. You can edit existing listings, or add new listings here. Add a title and description to your listing. On the Documents and Lists page, click Portal Listings. On this listing page, all portal listings are displayed. From here, you can edit an existing listing or add a new one. Let’s add a new listing. Click the Add Listing button on the toolbar. On the Add Listing page, enter a title and description for your listing. Example: Sample Listing Here is a sample listing for demonstration purposes. Since you don’t have any content, you are going to use the Text Editor. Select Add a listing by entering text and then click the Open Text Editor button. [Enter sample text] When you are finished with the text, click the OK button. You can also add a listing by linking to existing content. Click the Add Listing button on the toolbar. Select the Existing Listing option and enter the Web address or path where the content is located. This is a feature you will use often to link to other content in different portal areas on FILConnect. This allows you to link to existing content so 61

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that we are not storing the same documents or content in multiple areas on FILConnect. We only need to store the content once and provide links to that content. On the Add Listings page, click OK to return to the All Listings page. The new listing you created is displayed on the Web page for all users. ACTIVITY: Complete Activity 4-1, to add your own listings. Once you have completed your first listing, create 4 additional listings using a combination of the Adding Listings button and the Add Listings shortcut. This can be anything, business related or even personal, such as a hobby.

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Adding Listings Activity 4-1 By adding listings to your home page, you can share information with all users who visit the site. 1. On the Actions menu, click Manage Content. 2. On the Documents and Lists page, click Portal Listings. On this listing page, all portal listings are displayed. From here, you can add a new listing. 3. On the toolbar, click Add Listing. 4. On the Add Listing page, enter the following title and description for your listing: Title: Fremont General Report Description: This is a brief about Fremont’s 2004 4th quarter. 5. In the Content section, select Add a listing by entering text, and then click the Open Text Editor button. 6. In the Text Editor page, enter the following text: Fremont General Corporation reported net income from continuing operations of $90,595,000 for the fourth quarter of 2004. 7. When you are finished, click the OK button. 8. On the Add Listing page, click the OK button.

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Part II: You can quickly add listing to a web page using Windows / SharePoint shortcut commands. 1. On the Corporate home page, select the Content Manager List link under Important Links. The URL address for this link appears in the Address field. 2. Select the URL address and right-click the main mouse button. 3. Select the Copy option from the pop-up menu that appears. 4. Go to the Home page of your portal site and select Add Listing from the Actions menu. The Add Listing page opens. 5. Enter the Title and Description for this listing in the corresponding fields. 6. In the Content section, place the cursor in the Existing listing Address: field. 7. Right-click the main mouse button and select the Paste option in the pop-up menu. The URL address appears in the Existing listing Address: field. 8. When you are finished, click the OK button. 9. Select Manage Content on the Actions Menu. 10. Select Portal Listings to open the All Listings page. The new listings is added. 11. Click the Pending view and select the listings drop-down arrow to access the Edit menu. 12. Select the Approve option. The new listing now appears on your portal sit e homepage.

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Editing a Listing SAY: After you’ve created a listing, you can edit the listing and add additional listing items. DEMONSTRATE: Demonstrate how to edit the listing previously created. Edit the listing content by adding boldface type to “Fremont General Corporation.” Change the listing’s font and increase its size. Next, add a second listing: a link to www.1800fremont.com. ACTIVITY: Complete Activity 4-2 to edit your first listings.

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Editing Listings Activity 4-2 Edit the listing content by changing Fremont General Corporation (FCG) to a boldface type and a larger font size. 1. On the Actions menu, click Manage Content. 2. On the Documents and Lists page, click Portal Listings. On this listing page, all portal listings are displayed. From here, you can edit an existing listing. 3. Hover over the Fremont General Report listing you added. 4. Select the Edit option from the drop-down menu that appears. The Change Settings page opens. 5. Click the Text Editor button to open the Text Editor window for the applicable news listing. 6. Highlight Fremont General Corporation and click the Bold command button on the toolbar. 7. Click the Size drop-down arrow and select the number 4 example to apply the new font size. 8. When you are finished, click the OK button. Control returns to the Edit News Listing page. 9. On the Edit News Listing page, click the OK button. Control returns to your Web page.

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Grouping and Ordering Content in an Area To further organize the listings within an area / sub-area, you can create different listing groups to identify content. Each listing group is displayed with a group heading and the content assigned to that group listed under it. There are default group headings called General, Highlights, and Expert that you can assign content to, but you can also create new groups that work best for your organization and content. You can also specify the order in which groups appear on a page, and you can rename and delete listing groups.

Grouping Listings SAY: As you add listings, you see options for Managing and Grouping those listings. I’m going to demonstrate for you now and if you want, you can follow along. There is also a job aid in the back of your guide you can use for reference. Note: To complete the following demonstration, you must have a grouped listing prepared and available, as indicated in the Course Preparation. DEMONSTRATE: On the Actions menu, click Edit Page to begin. The Grouped listings Web part displays a link to “Manage Grouping and Ordering.” By selecting this option, the Grouping and Ordering page appears. The options you select here dictate how the listings will appear to all users. ¾ Order – determine the order in which the listings will appear on the page ¾ Group – assign each listing to a group 67

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[Demonstrate methods of grouping] By changing the order of each individual listing, you change the order in which they appear on the page. By assigning a group to each individual listing, you can keep similar items together. Listings are first grouped by Group, and then displayed in the order you select. You can also group lists by clicking the Manage Content link. All of these grouping methods provide readers with a quick and easy way to find the information they’re looking for. [Demonstrate methods of creating new groups] On the Grouping and Ordering page, you can create new groups to associate with listing items. To create a group, click Add Group on the Actions menu. Name a group and click the OK button. When you are finished, the group is immediately available for grouping listing items. Groups can also be ordered, renamed, and deleted by clicking the Manage Groups link on the Actions menu. If you delete a group that is currently associated with listing items, the items return to the default group. ACTIVITY: Complete Activity 4-3 to create a listing group, delete a listing group, and rename a listing group. Once you have listing groups added, you can organize the listings in an area by grouping and ordering the content.

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Add a listing group Activity 4-3 Listing groups are used to organize multiple listings in an area. For example, the Residential portal created the Compliance, Operations, Product Information, and Broker Channel Management groups to organize their content under the Communities tab. 1. Go to an area page on the portal. An area page is any area of the portal site other than the home page. 2. In the Actions list, click Manage Content. 3. On the Documents and Lists page, click Portal Listings under the Portal Listings section. 4. In the Views list, click Grouping and Ordering. 5. In the Actions list, click Add Group. 6. In the Title box, enter a title for the group. 7. Click OK. A new group is created based on the criteria you entered in the Title box.

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Delete a listing group Part II: In Part II of your activity, you can delete a listing group if the group is no longer useful. When a listing group is deleted, any listings assigned to that group are automatically moved under the General group. 1. Go to an area page on the portal site. An area page is any area of the portal site other than the home page. 2. In the Actions list, click Manage Content. 3. On the Documents and Lists page, click Portal Listings under the Portal Listings section. 4. In the Views list, click Grouping and Ordering. 5. In the Actions list, click Manage Groups. 6. Rest the pointer on the name of the group that you want to delete, click the arrow that appears, and then click Delete on the menu that appears. 7. Click OK. Although the General, Expert, and Highlight groups cannot be deleted, you can rename these groups.

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Rename a listing group Part III: In Part III of your activity, you can rename a listing group if the name of a group used to organize listings is not suitable. 1. Go to an area page on the portal site. An area page is any area of the portal site other than the home page. 2. In the Actions list, click Manage Content. 3. On the Documents and Lists page, click Portal Listings under the Portal Listings section. 4. In the Views list, click Grouping and Ordering. 5. In the Actions list, click Manage Groups. 6. In the Group name list, point to the group you want to rename, click the arrow on the bar that appears, and then click Rename on the menu that appears. 7. Type a new title for the group. 8. Click OK. If you have existing listings tied to the previous group name, these listing are automatically updated with the new group name.

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Creating Lists SAY: In addition to listings, you can add LISTS to your areas. While listings can contain a variety of content, lists are created for more specific content, such as tasks, contacts, and event calendars. You’ll see more options as you go through these steps. DEMONSTRATE: From the Actions menu, click Manage Content. The Documents and Lists page displays the lists, listings, and libraries you’ve already added to the current area. Click the Create button on the toolbar to add a new list. On the Create Page, there are options for every type of list, library, and others [discuss lists in P-Guide, Lesson ?]: Type of List

Description

Links

A list of hyperlinks to Web pages of interest to team members. By default, a view of the built-in links list appears on the home page.

Announcements

A place to post information for the team. By default, a view of the built-in announcements list appears on the home page.

Contacts

Information such as name, telephone number, e-mail address, and street address for people who work with your team. By default, a hyperlink to the built-in contacts list appears on the Quick Launch bar.

Events

A list of important dates. By default, a view of the built-in events list appears 72

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on the home page. Tasks

A to-do list for team members. By default, a hyperlink to the built-in tasks list appears on the Quick Launch bar.

Issues

A list you can use to manage a set of issues or problems. You can assign, prioritize, and follow the progress of issues from start to finish.

Custom Lists

A list with a minimum number of predefined columns. When you want to create a list that is unlike any of the built-in lists, create a custom list. If you want to start with a list of information in a spreadsheet, you can define a range of cells to use as a list in your site. Pages SharePoint Services imports the data from the spreadsheet and displays it the same way it displays the built-in lists: in columns that can be filtered and sorted, and accompanied by commands that enable team members to add, edit, and delete items. There is no link between the original spreadsheet and the list on the site. If you change the spreadsheet, the list on the site is not updated. Likewise, changes to the list on the Web site are not reflected in the original spreadsheet.

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SAY: In the next activity, you will be adding a Contacts list. Once the Contacts list is created, you can add .items to the list. Whenever you are creating a new list, the toolbar will display the options available. If you were making an Announcement list, you’d see options for uploading documents or creating new documents. When you create a Contacts list, the toolbar displays: ¾ New item – create a new item ¾ Filter – display items in the list according to specified criteria ¾ Edit in datasheet – add a list of items created in a spreadsheet within SharePoint ¾ Link to Outlook – Link to Outlook [note that this feature is not available until Office 2003 is available companywide] ¾ Import Contacts – Import your address book from Outlook SAY: For this example, I will just create a new contact. On the toolbar, click New Item. On the New Item page, you can add as much data as you want and then later select which items to display. [enter some data]. When you are finished, you click Save and Close. The new contact is added to the Contacts list. Once you create a list, the next step is adding the List Web Part to the area in which you want the list displayed. ACTIVITY: Complete Activity 4-4 to create a Contacts list. Once you create a Contacts list, you can add contacts when it is convenient for you.

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Creating a list Activity 4-4 Part I: A list is a collection of information you wish to display and share with all visitors to your site. In this activity, you’ll add a Contacts list to your site. Create a contacts list when you want to manage information about people that your team works with such as customers or partners. You can share information between your contacts list and Windows SharePoint Services-compatible contacts programs. 1. In the Actions list, click Manage Content. The Documents and Lists page opens. 2. On the Documents and Lists page, click Create. The Create page opens. 3. On the Create page, click the Contacts under the Lists section. The New List page opens. 4. Name your list “Content Managers” and enter a short description. 5. Select the Yes or No radio button under Navigation to specify whether a link to this list appears in the Quick Launch bar. 6. When you are finished, click the Create button. The new Contacts list is created and ready for you to add the contact information. 7. Click the New Item button on the toolbar. The Contacts form opens prompting you to enter the relevant information. 8. Enter the Name, Phone Number, E-Mail Address and any other information you would like in the Content Manager list. 9. When you are finished, click Save and Close. Your list now contains its first item. Return to the home page. 75

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Part II: You’ve created your list, but it doesn’t show up on the site until you add the appropriate Web Part. DISCUSSION: Thinking back on how you add Web parts, how do you display the new List on the home page? • Find the Web Part you just created and add it to your page.

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Managing Lists SAY: After a list has been created and the Web Part has been added to an area, you can add more information to the list, remove the list from the area, or delete it from the site entirely. Find the Web Part you just created and add it to your page. DEMONSTRATE: To add new items, simply click the link provided in the Web Part, Add New Item. Other types of lists will have similar links to add data to the list. For example, the Event List will have a link, Add New Event. ACTIVITY: Complete activity 4-5 in your Participant Guides to “Editing a List”.

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Editing a List Activity 4-5 After a list has been created and the Web Part is added to an area, you can always add more information to the list, remove the list from the area, or delete it from the site entirely. 1. On the Actions menu, click Manage Content. 2. On the Documents and Lists toolbar, select the Contact List you created under the Lists section. 3. Click the New Item button on the toolbar. The Contacts form opens prompting you to enter the relevant information. 4. Enter the Name, Phone Number, E-Mail Address and any other information you would like in the Content Manager list. 5. When you are finished, click Save and Close. Your list now contains the new item. Return to the home page.

What if you want to remove the list from view? First click Edit Page and then click the Web Part’s menu button. Then click Close to remove the Web Part. It remains in the Web Part list, but is no longer displayed on the page until you drag it back on the area. DISCUSS: Let’s talk about deleting vs. closing a Web part. Who can tell me how to remove a Web part from your view? Remember, you can only delete Web parts in the Design Page mode, otherwise, you are closing the Web parts, which simply removes it from your view.

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About Libraries Libraries allow you to share files with site users. The kind of library you use depends upon the kind of files that you are sharing. To share a collection of digital pictures or graphics, use a picture library. For most file types including documents and spreadsheets, use a document library. A library displays a page that lists each file or folder and its properties, including a hyperlink to each file. The page consist of commands for adding files and folders, sorting and filtering the list of files, switching to a different view of the library, and changing the design of the library. You can also create alerts so you are notified of any changes in the library or specific files within a library.

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Creating and Modifying Libraries SAY: Another useful feature of FILConnect is the ability to create libraries. This lets you upload documents to the portal for every user to access. They can’t make changes to the documents unless they are given the correct permissions. Before you learn how to add new documents to libraries, let’s create and modify a library. DEMONSTRATE: To create a new library, click Manage Content on the home page. This displays the Documents and Lists page. Click the Create button on the toolbar. You are given a variety of library choices, including Lists, Custom Lists, and other options. To create a document library, click the Document Library link. On the New Document Library page, enter or select the: ¾ Name and Description ¾ Navigation ¾ Document Versions ¾ Document Template When all the settings have been made, click the Create button to create the new library. This library now exists within the portal. ACTIVITY: Complete activity 4-6 and 4-7 in your Participant Guide to “Create a Document Library” and “Modify a Document Library.”

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Create a Document Library Activity 4-6 Libraries allow you to share files with site users. The kind of library you use depends upon the kind of files that you are sharing. For most file types including documents and spreadsheets, use a document library; to share a collection of digital pictures or graphics, use a picture library. 1. In the Actions list, click Manage Content. The Documents and Lists page opens. 2. On the Documents and Lists page, click Create. The Create page opens. 3. On the Create page, click Document Library under the Document Libraries section. The New Document Library page opens. Use this page to define the general settings of this document library. You can set the name, description, and whether a link to this document library appears on the Quick Launch bar on the home page. 4. Enter the Name and Description as you want it to appear in headings and links throughout the site. Type descriptive text that will help site visitors use this document library. 5. Select the Yes or No radio button under Navigation to specify whether a link to this document library appears in the Quick Launch bar on the home page. 6. Select the Yes or No radio button under Document Versions to specify whether a backup copy, or version, is created each time you edit a file in this document library. 7. Click the Document Template drop-down arrow to specify the default document template used for all new files created in this

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document library. Microsoft Word is the default template that is used if you do not choose another template. 8. When you are finished, click the Create button.

Modify a Document Library Activity 4-7 Once a library is created, you can modify the setting associated with the library. 1. In the Actions list, click Manage Content. The Documents and Lists page opens. 2. On the Documents and Lists page, select the document library you want to modify. 3. In the Actions list, click Modify columns and settings. The Customize page opens. 4. On the Customize page, select the Change general settings link under the General Settings to modify the name, description, and whether a link to this document library appears on the Quick Launch bar on the home page. In addition, you can modify the Name and Description; specify whether a link to this document library appears in the Quick Launch bar on the home page; specify whether a backup copy, or version, is created each time you edit a file in this document library; and, specify the default document template used for all new files created in this document library. 5. When you are finished, click the OK button. 6. If desired, make changes in the Columns and Views sections and click OK when finished. 82

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Q & A/Review In this lesson, we covered the following topics: ¾ Add and Edit Listings ¾ Create, Rename and Modify Group Listings ¾ Create and Modify Document / Image Libraries ¾ Create and Modify Lists ¾ Manage Groups and List Ordering Before we continue on with Document Management, what questions do you have? Questions for participants: ¾ What is a list and what is a listing? ¾ How do you edit a list? ¾ Explain how grouping and viewing facilitate navigation. ¾ What are some ways to group and order a listing? ¾ How do you create a document library?

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Glossary

List

A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services or SharePoint Portal Server 2003.

Listings

A listing can be text-based content or a link to an existing item, displayed within a listing Web part.

Datasheet View

A view of a SharePoint list that allows you to modify multiple values.

Document Library

A folder where a collection of files is stored and where the files frequently use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.

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Lesson 5 – Document Management Lesson Objectives After completing Lesson 5, you will be able to: ¾ Approve documents for publication ¾ Upload documents to a document library ¾ Create documents in FILConnect ¾ Check documents in and out ¾ Maintain document version control ¾ Create and modify library views ¾ Move documents to another library ¾ Create Alerts SAY: For many Content Managers, a large part of your duties will be performing document management functions. Users submit documents for approval and publication. DISCUSS: Document Approval/Publication flow chart [on the following page, also in Lesson 6 of the P-Guide] ¾ Each unit controls its own document approval process ¾ How Contributors submit documents ¾ How Content Managers approve or reject documents ¾ Criteria for document approval ¾ Where the document resides before and after approval? Who can access it? ¾ Document libraries vs. Image libraries 85

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Uploading Documents to a Library SAY: Now let’s add a document that already exists to a document library. DEMONSTRATE: Within the Document Library, click Upload Document on the toolbar. NOTE: Documents for this topic and the following Activity are located in G:/SharePoint Training. On the Upload Document page, click the Browse button to locate the document you want to add to the library. Deselect / Uncheck the Add a listing checkbox. When you are ready, click Save and Close on the toolbar. In the Add Listing page, you can add a title and description. When you click the OK button, the document is added to the library.] Uploading multiple documents. If you have more than one document to upload, you can use the Upload Multiple Files option to add them all at once. There is a 50MB file size restriction, so keep the number of uploads to a minimum. Click Upload Multiple Files. On the Upload Document page, locate the location of the files you want to add to your library. Select the checkboxes next to the documents you are uploading. On the toolbar, click Save and Close. The files are added to the library. [Note: demonstrate the option for the add a listing checkbox.} ACTIVITY: Open your Participant Guide and complete Activity 5-1 to create a new document and upload existing documents (single and multiple documents). 87

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Uploading Documents Activity 5-1 Within document libraries, you have the option of creating a new document or uploading an existing document. In this activity, you will upload single and multiple documents from a shared drive. 1. Within the Document Library, click Upload Document on the toolbar. 2. On the Upload Document page, click the Browse button to locate the document you want to add to the library. 3. In the Choose File dialog box, select the document, and then click the Open button. 4. Enter the owner name and a brief description of the document. When you are finished, click Save and Close on the toolbar. 5. On the Add Listing page, you can further refine the document information. For this example, leave the settings as they are and click the OK button. The document is added to the library, with the information you provided, which is now available for users to access.

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Part II: In addition to uploading single documents, you can add multiple documents to a library using the Upload Multiple Files option. Remember, you can only upload 50MB at a time. 1. Within the Document Library, click the Upload Document button on the toolbar. 2. On the Upload Document page, click the Upload Multiple Files link. 3. On your J: drive, select at least three files to upload. 4. When you are finished, click the Save and Close button. 5. In the dialog box verifying your upload, click the Yes button. The files are added to your library.

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Creating Documents within FILConnect SAY: Sometimes you might choose to create a document within FILConnect. From within a Document Library, you have the option to create a new document by clicking the New Document button. DEMONSTRATE: Within the Document Library, click New Document on the toolbar. The applicable Microsoft template opens, allowing you to create and format a document as you normally would. [Type a couple of sentences] When you click the Save button, you are prompted to save the file within the FILConnect portal environment. You are also prompted to enter data for Owner, Description, and Status. Once the document is saved, it appears in the library. ACTIVITY: Open your Participant Guide and complete Activity 5-2 to create a new document.

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Create a Document in FILConnect Activity 5-2 Now that you have uploaded existing documents, let’s create a new document in a Document Library. 1. Click Manage Content on the Actions menu. 2. Select the Document Library link to open the Document Library. 3. On the Document Library toolbar, click New Document. Word has been set as the default tool for creating new documents. Word opens allowing you to create and format a document as you normally would. 4. Type “sample text document” and click the Save button. When you click the Save button, Word prompts you to save the file within the FILConnect environment. 5. In the Save As dialog box, name the document “New Sample Document” and click the Save button. 6. In the Web File Properties dialog box, enter a document name and description. Then click the OK button. The document is now saved to your library.

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Creating/Modifying Views SAY: The content within libraries is displayed within the document library Web part on your business unit’s Web page. How this content is viewed by users can be determined by creating or modifying existing views. DEMONSTRATE: On the Actions menu, click Manage Content. On this Documents and Lists page, you’ll find all the libraries, lists, and listings available on your home page. Identify the list for which you are modifying the view, and click its name. Now that you are in the list, you can see how it’s displayed to all users, but you want to change this view. Under Actions, click Modify settings and columns. At the bottom of this Customize page, you can see the Views section. At this point, you can either assign a previously created view to the library, or create a new one. Click Create a new view to go to the Create View page. From this page, you can pick a basic template for your new view: [describe each view] ¾ Standard View – View data on a Web page ¾ Datasheet View – View data in an editable spreadsheet ¾ Calendar View – Display your data in a calendar For this example, let’s click Standard View. In this view, all of the following options are available to you: ¾ Name – Name the view. ¾ Audience – Is this for your personal use, or do you want every user to see this view when looking at the list? ¾ Columns – Which columns do you want to display? 92

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¾ Sort – Which column should the display be sorted by? Show items in ascending or descending order. ¾ Filter – Display a subset of the items by using filters. ¾ Group By – Group items within a designated column. ¾ Totals – You can display number totals at the top of specified columns. ¾ Style – Choose a style for the view that users will see. ¾ Folders - Specify whether to navigate through folders to view documents, or to view all documents at once. ¾ Item Limit – the number of items to display in a view. When you are finished modifying the options, click the OK button. Return to the list and you’ll see your newly created view in the Select A View section. Simply click the view you created and it’s associated with that list. ACTIVITY: Open your participant guide and complete Activity 5-3 to create your own view.

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Creating a View Activity 5-3 In this activity, you will create a view for the document library you added to your site. 1. On the Actions menu, click Manage Content. 2. Locate the library you added earlier, and click its name on the list. 3. On the Actions menu, click Modify Settings and Columns to reach the Customize screen. 4. Under the Views section, click Create a new view. 5. On the Create View screen, click Standard View. 6. Name the view, “My test view” and make any selections you desire in the Columns and Sort sections. 7. When you’re finished, click the OK button. 8. Return to your document library (steps 1 and 2), and click My View on the Select A View menu. The view you created is now associated with the library. Whenever you or any user sees the library displayed on the site, the view settings you created are displayed.

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Modifying a View Part II: In this activity, you will modify a view for the document library you added to your site. 1. On the Actions menu, click Manage Content. The Documents and Lists page opens. 2. Locate the library you added earlier, and click the applicable link under Document Libraries. 3. On the Actions menu, click Modify Settings and Columns to reach the Customize page. 4. Under the Views section, select the All Documents link. The Edit View page for the document library opens. 5. Enter or select the changes you want to make for the selected view. You can change one or more of the view properties shown below: • Name • Columns • Sort • Filter • Group By • Totals • Style • Folders • Item Limit 6. When you’re finished, click the OK button. 7. Return to your document library (steps 1 and 2), and click My View on the Select A View menu. 95

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The view you modified is updated based on the choice you made. Whenever you or any user sees the library displayed on the site, the view settings you modified are available under the Select A View menu.

Alerts SAY: Part of the Content Manager role is to approve or reject documents submitted to the document libraries you are managing. How do you know when a new document has been added to a library and is awaiting approval? You can check the library every day, looking for new documents, or you can set an alert to notify you whenever a new document is added. DEMONSTRATE: Within any document library, you see a link on the Actions menu: Alert Me. Click here to reach the Add Alert page. Select the delivery notification option you want, and then click the OK button. An e-mail will be sent to you based on the option you chose. For example, if you selected “Send alert results immediately,” you will receive an alert via email as soon as a Contributor submits a document. Alerts are a valuable tool in maintaining areas, lists, listings, and libraries by ensuring you are notified whenever your attention is required.

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Approving or Rejecting Content SAY: A Contributor has the ability to upload documents, but these documents are not available to the public until they are approved. Again, part of the Content Manager role is to approve or reject documents submitted by Contributors to the libraries you manage. The file sharing (check-in/check-out) features within FILConnect are not activated for these documents until the documents are approved. DEMONSTRATE: To approve or reject a document, you would open a document library you manage. To view the document, simply click the document name. Once you are satisfied that the document can be approved, or if you’ve decided to reject it, click the document’s menu button to approve or reject it. [Note: you can also demonstrate approving docs with the View Pending feature] If you approve the document, it appears in the Document Library Web Part that exists within an area, available to all users on the Web page. Within the library, new documents are labeled “New!” and dated and time stamped when they were submitted for approval. The “New!” label expires within 24 hours and is automatically removed from your view. If you reject a document, you should notify the Contributor why it was rejected and allow them to delete it from the library or re-submit it for approval after the necessary edits have been made.

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DISCUSS: Since you all have Content Manager rights, find a document in your library and reject it; then, approve it. You’ll see how the status of the document is affected.

ACTIVITY: Open your participant guide and complete Activity 5-4 to approve or reject a document.

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Approving / Rejecting Content Activity 5-4 Approving and rejecting content (documents) allows you to control the publication of documents in FILConnect. 1. On the Actions menu, click Manage Content. The Documents and Lists page opens. 2. Locate the library you added earlier, and click the library link under Document Libraries. 3. Under the Select A View menu, select the Approve/reject Items link. By default, the All Documents view is displayed. 4. Click the filename Edit menu and select the Approve/reject option. The view of the Document Library page changes and displays the approval status (Pending, Approved, or Rejected) of all documents submitted to the document library.

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5. To change the Approval Status, select the Rejected or Approved radio button.

6. Enter the reason for the approval or rejection in the Comments text box. 7. Click the OK button when you are finished. The Approval Status option you selected is applied to the document.

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Moving Documents to a New Library SAY: After documents have been added to a library, you can move them into other libraries within FILConnect. Moving documents in FILConnect from one library to another is a simple process. DEMONSTRATE: Within the Document Library, click Explorer View. The files are displayed in the familiar Windows Explorer view, rather than as a list of files in the library. Click the file, then press Control-X to cut, or right-click the file and select the Cut option on the shortcut menu. Since the file is copied to the clipboard, you can now go to the new library where you want to move the file(s). Again, click Explorer View in the second library. Then, simply press Control-V to paste the file(s), or right-click within the Explorer page and select the Paste option on the shortcut menu. Note: If you were to select the Copy this file on the File and Folder Tasks list, you are given the option to save the file to your computer rather than to another library within FILConnect. Be sure to discuss the versioning issue with moving documents from one library to another. Cutting Documents ¾ Cutting a document removes the file from the original library and places it in the new library when you use the paste command. This option allows you to delete the old library without deleting any content.

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ACTIVITY: Open your Participant Guide and complete Activity 5-5 to move documents from one library to another library.

Moving Documents to a New Library Activity 5-5 Once documents are added to a document library, you have the option of moving single or multiple documents from one library to another library using Explorer view. 1. Click Manage Content on the Actions menu. 2. Select the Document Library link to open the Document Library. 3. In the source Document Library, click Explorer View on the toolbar. 4. Highlight (select) the documents you want to move to the destination library, right-click the main mouse button and choose the Cut command. 5. Navigate to the destination Document Library you want to move the documents into. 6. In the destination Document Library, click Explorer View on the toolbar. 7. Right-click the main mouse button and choose the Paste command. The selected documents are moved into the destination Document Library.

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Checking Documents In and Out SAY: After a document has been submitted and approved, FILConnect then works as a document management tool providing users with the ability to check documents in and out. While most readers will simply view a document, Contributors and Content Managers are given access rights that allow them to edit documents. To ensure there’s only one version of a document being edited at a time, users must check out a document to work on it. DEMONSTRATE: In the Document Library, moving the mouse over a document displays options. Click Check Out to control access to the file. Your name is shown as the user who has checked out the file. Others can still view the file, but they will not be able to view any changes you make until the file is checked in. Again, move the mouse over the document to display the menu option, select Edit in Microsoft Office (Word, Excel, etc). When you are finished, click the Check In option to return the document with your edits. DISCUSS: Another available option is Force Check-in. This allows you to override a document version checked out by another user. What are some benefits of this feature? What are some potential hazards of this feature? ACTIVITY: Open your participant guide and complete Activity 5-6 to check a document in and out.

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Checking Documents In and Out Activity 5-6 Checking documents in and out allows you to control the editing of a document to ensure that there is only one version of a document edited at a time. 1. In the Document Library, locate the document you want to check out and click it’s Edit menu to display the Edit menu options. 2. On the Edit menu, select the Check Out option. The document is now checked out to you, and anyone who tries to check out the document is informed that you are the current owner. 3. Click the filename Edit menu again, and select the Edit in Microsoft Word option to open the document. 4. Make some changes to the document and then click the File | Close options. The Check In dialog opens prompting you to choose one of the following options: save the changes and check the file in; save changes only; discard changes and undo check out; or, discard changes only. 5. Select the Save the changes and check the file in radio button, then, click the OK button. The Comments text box opens. 6. Enter any comments that explain what type of changes were made to the document. 7. Click the OK button when you are finished. The document is automatically checked in and the changes you made are saved.

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About Document Versioning Document versioning allows you to keep multiple versions of a document. If a change needs to be reversed, you can restore the previous version and continue working. A Version History command is included on the drop-down list users see when they click the arrow next to a document name and on the toolbar in the Edit Properties page for the document. When a user clicks Version History, a list of the previous versions of the document appears. The user can open an old version, restore a version (replacing the current version), or delete an old version. When versioning is enabled, versions are automatically created whenever a user updates a document in a document library. Versions are created in the following situations: ¾ When a user checks out a file, makes changes, and checks the file back in. ¾ When a user opens a file, makes changes, and then saves the file for the first time. ¾ Note: If the user saves the file again, without closing the file, a new version is not created. If the user closes the application he or she is using to edit the file, and then opens it and saves the file again, another version is created. ¾ When a user restores an old version of a file (and does not check it out). ¾ When a user uploads a file that already exists, in which case the current file becomes an old version.

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Version History SAY: Every time a Contributor, Content Manager or Administrator checks a document out, saves the document, and then checks the document back in, a new version of the document is created. This is an important back-up feature in case modifications are made to a document and you need to restore a previous version. You can view, delete, and restore previous versions of a document. DEMONSTRATE: Within a document library, identify the document for which you want to check the version history. Click the documents menu button and select Version History. Within the Version History page, you will see a list of every version of the document. By clicking on each version’s menu button, you are given three options: ¾ View – view the document ¾ Restore – restore a previous version of the document ¾ Delete – delete one or more versions of the document

ACTIVITY: Open your participant guide and complete Activity 5-7 to restore, view and delete a previous version of a Word document.

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View, Restore, and Delete Previous Document Versions Activity 5-7 Every time a Contributor, Content Manager or Administrator checks a document out, saves changes to the document, and then checks it back in, a new version of the document is created. In addition, when a previous document is restored, a new version of that document is created. 1. In the Document Library, locate the document you want to check the version history on. 2. Click the documents’ Edit menu, and select the Version History option. The Versions saved for page opens for the selected document. Note: The date and time the document was revised is shown under the Modified column. 3. Click the date and time Edit menu, and select the View option. The File Download dialog opens prompting you to Open, Save, or Cancel this action. 4. Click Open to view the selected version. The selected version opens in the applicable application. 5. To delete a version, click the date and time Edit menu, and select the Delete option. A message box appears telling you that “you are about to delete this version.” 6. Click OK to delete the selected version.

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Q & A / Review In this lesson, we covered the following topics:

¾ Approve documents for publication ¾ Upload documents to a document library ¾ Create documents within FILConnect ¾ Check documents in and out ¾ Maintain document version control ¾ Create and modify library views ¾ Create Alerts

Questions from P-Guide: 1. Who can submit documents to a Portal site? Who approves or rejects the docs?

2. Who can access documents that have been approved? Who can edit them? How?

3. What kinds of files can reside in a document library?

4. What are two ways to add new documents to a library?

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Glossary

Approve

To accept a submitted item for publication.

Check-In

To release the lock for editing and enable other users to view the updated file or check out the file.

Check-Out

To lock a file while editing it to prevent others from overwriting or editing it inadvertently. Only the user who checks out a document can edit the document.

Document Library

A folder where a collection of files is stored and where the files frequently use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.

Rights

File-level and folder-level permissions that allow access to a Web site.

Versioning

The process of creating a backup copy of a document or picture whenever a revision is saved to the library.

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SUMMARY

Course Summary Review DEMONSTRATE: Go to ITConnect or another completed area and discuss the layout, Web parts, libraries, and other uses. SAY: In this course, we’ve covered the following topics: ¾ Publishing Office 2003 documents ¾ Supporting contributors in the publishing process ¾ Performing the role of a Content Manager according to Fremont standards and best practices ¾ Navigating and searching the site ¾ Managing content in areas ¾ Adding and modifying Web Parts ¾ Creating and managing: o lists, including: contacts, tasks, and discussions o listings o libraries ¾ Creating Views ¾ Publishing documents o Versioning o Document approval and rejection

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SHAREPOINT

CONTENT

MANAGER

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SUMMARY

Questions What applications can be integrated with SharePoint? What are Web Parts? What's an area? Can you rename an area after you've created it? How? What is the difference between a list and a listing? Can you design a library to only display the document title, author, and date? How? Who can submit documents for approval? How do you know when a document has been added to a library and is awaiting approval? What are some of the responsibilities for a Content Manager?

Additional Help In the back of the Participant Guides are selected procedures and a glossary. Online help by clicking Help in selected Web Parts and Areas. Contact Deborah Holmes at ext. 6776.

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Glossary Approve To accept a submitted item for publication. Area Areas provide a flexible way to both describe and find information on the portal site. Areas define the structure of the portal site as a hierarchy that can be used to intuitively organize and browse the content on the portal site. Audience A custom group used to target content to people based on membership within the group. Check in To release the lock for editing and enable other users to view the updated file or check out the file. Check out To lock a file while editing it to prevent others from overwriting or editing it inadvertently. Only the user who checks out a document can edit the document. Datasheet view View data in an editable spreadsheet format. Is for bulk editing and quick customization. Discussion thread In a discussion board or Web discussions, a series of messages or comments in which replies are nested under the message or comment instead of being arranged in chronological or alphabetical order. Document library A folder where a collection of files is stored and where the files frequently use the same template. Each file in a library is associated with userdefined information that is displayed in the content listing for that library. Extranet An external Web site for an organization; usually secured so that only authorized users can access it.

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Gallery A collection of Web Parts, list templates, or site templates. Highlight A listing or document selected as the best recommendation for a specific portal area. Home page The main page of a Web site. A home page usually has links to other pages, both inside and outside the site. Hyperlink A colored and underlined block of text or a graphic that a user clicks to go to a file, a location in a file, an HTML page on the World Wide Web, or an HTML page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites. Item An entry in a list or portal area. An item can contain content or be a link to content stored elsewhere. Keyword Metadata that facilitates effective search queries on content included in a full-text index. Keyword synonyms Words that are identified as having the same or similar meaning as a specific keyword. List A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services or SharePoint Portal Server 2003. Listing A listing can be text-based content or a link to an existing item, displayed within a listing Web part. Meeting workspace site A Web site based on a Meeting Workspace site template that is used for planning, posting, and working together on meeting materials and following up after a meeting or series of meetings. Metadata Data about data. For example, the metadata for a file can include the title, subject, author, and size of the file.

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Personal view A view of a list, SharePoint document library, or Web Part Page that is available only to a particular user. The personal view of a Web Part Page uses a combination of shared property values and personalized property values. Changes made to a personal view apply only to the list, library, or page in that view and are therefore visible to that user only. Personalize To change the layout, view, content, etc. for yourself but not for others. Personalized web part A shared Web Part that has been modified by a user in personal view. The changes made to a personalized Web Part are visible only to the user who made the changes. Private web part A Web Part added to a Web Part Page by a user who is working on the page in personal view. Private Web Parts are available only to the user who added or imported the Web Part. Rank The relevance of a file to a search query. Rights File-level and folder-level permissions that allow access to a Web site. Role See site group. Shared view A view of a list, document library, or Web Part Page that every user with the appropriate permissions on a site can see. The shared view of a Web Part Page uses shared property values. Changes made to a shared view apply to the list, library, or page as it appears to all users. Shared web part A Web Part added to a Web Part Page by a user who is working on the page in shared view. Shared Web Parts are available to all users of a Web Part Page who have the appropriate permissions. Site A group of related Web pages that is hosted by an HTTP server on the World Wide Web or an intranet. The pages in a Web site typically cover one or more topics and are interconnected through links. Most Web sites have a home page as their starting point. Site group A custom security group that applies to a specific Web site. Users are 114

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assigned to site groups to grant them permissions on a SharePoint site. Static web part A Web Part that is added to a Web page (.aspx file) and that is not in a Web Part zone. Survey A Web site component that presents users with a set of questions specified by the creator of the survey and collects user responses. Results are tallied in a graphical summary. A survey requires a Web server that is running Pages SharePoint Services or SharePoint Portal Server 2003. Tool pane A task pane on a Web Part Page used to browse, search for, and import Web Parts from Web Part galleries, and to modify custom and common Web Part properties. Tool part A control in the tool pane that allows users to set properties, execute commands, invoke wizards, and manipulate Web Parts on a Web Part Page. Top-level web site The default, top-level site provided by a Web server or virtual server. To gain access to the top-level Web site, you supply the URL of the server without specifying a page name or subsite. Uniform Resource Locator (URL) An address that specifies a protocol (such as HTTP or FTP) and a location of an object, document, World Wide Web page, or other destination on the Internet or an intranet. For example: http://www.microsoft.com/. User profile A collection of properties known about a person within a portal site and related data such as documents the person has written, teams the person belongs to, and links the person has shared. Versioning The process of creating a backup copy of a document or picture whenever a revision is saved to the library. Web address The path to an object, document, file, page, or other destination. An address can be a URL (Web address) or a UNC path (network address) and can include a specific location within a file, such as a Word bookmark or an Excel cell range. Also known as address. 115

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Web discussion Comments that users attach to Web pages and documents. Known as Web discussions to differentiate them from discussion boards. Web discussions require a Web server that is running Windows SharePoint Services. Web part A Web Part is a modular unit of information that has a single purpose and that forms the basic building block of a Web Part Page. Web part zone A container with a set of properties that can be configured to control the organization and format of Web Parts on a Web Part Page. Web Part zones can also be used to provide protection against changes to Web Parts.

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